Payroll Manager

Job DescriptionJob Description

Planned Parenthood Northern California (PPNorCal) is seeking a Payroll Manager for our Concord Administrative office. The position is full-time, 40 hours per week. PPNorCal provides a comprehensive benefits package including 100% employer paid medical insurance for the employee, 50% employer paid medical insurance for dependent children, dental and vision coverage, employer paid life and long-term disability insurance, 15 days of paid time off to start, 10 paid holidays, and a 403(b) retirement plan with up to 4% employer match after 12 months of service.

SUMMARY

The Payroll Manager, reporting to the Controller, is the senior Payroll staff member who has responsibility for all payroll related matters, including acting as primary point of contact with the Controller, Human Resources, and management regarding significant payroll projects and payroll issues. This position requires performing general and complex payroll actions (including payroll reporting and analysis, accounting tasks, timecard processing, off-cycle payrolls, reconciliations, and verifying financial transactions) as well as a deep understanding of payroll systems and regulations, with a focus on continuous improvement and efficiency.

The Payroll Manager leads the execution of the bimonthly payroll and is responsible for ensuring accurate and timely payroll processing, maintaining payroll records, and providing guidance and support to the payroll team. The Payroll Manager also assumes the lead in communication with PPNorCal departments regarding new or important payroll issues. The position requires strong interpersonal skills in leadership and supervising processes. This payroll team leader will foster a collaborative, communicative, and positive work environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Act as the senior payroll staff member to oversee, monitor, and direct all aspects of the Payroll department.
• Manage and provide general oversight and support to the Sr. Payroll Accountant and Accounting Coordinator.
• Provide general support to various partners including Human Resources, Accounting, and other PPNorCal staff (e.g., Executive Team, SRDs, CDs, Managers, and Supervisors) regarding payroll issues.
• Act as lead payroll processor including reviewing payroll for accuracy and approving key payroll processing activities.
• Review wage, payroll, and tax reports generated by payroll service (ADP) for accuracy. Analyze results, investigate problems, and resolve discrepancies, as appropriate.
• Responsible for processing payroll using the external payroll service (ADP) and related systems (e.g., ADP Time and Attendance) which includes processing of bi-monthly payroll, preparation of journal entries for salary and benefit expenses, performing ongoing maintenance of payroll system GL interface to ensure accurate collection and output of custom payroll reports and data, development of payroll reports using system report writing function, ongoing auditing, analysis and reconciliation of payroll data and reports, and maintenance of payroll records and files. Provide support to the other members of the Accounting team, as needed, including during the month end close process and audits.
• Manage and perform payroll related audits, including:
  • Workers Compensation: Perform Annual Workers Compensation audit with Controller; and
  • 403b Plan: Perform Annual 403b Plan year-end reconciliation project with The Standard (403b administrator), assist Controller in preparing Audit Kit for annual 403B audit by external auditor (The Harrington Group), and provide 403b Plan audit assistance to Controller.
• Assume lead for key payroll related projects including implementation of new pay related regulations and implementation of internal policies and procedures.
• Responsible for ensuring activities of other payroll staff including compiling payroll data from timesheets, leave forms, Change of Status (COS) forms, and other records and producing timely and accurate bimonthly payroll.
• Maintain associated files and payroll records consistent with applicable federal and state laws.
• Act as the lead on development of training materials for payroll training in all new hire orientations.
• Maintain and update payroll department policies and procedures.
• Participate in special projects such Compensation Studies or any other projects as assigned by the Controller or CFO.
• Act as lead contact with Human Resources staff on non-standard payroll issues (e.g., workflow issues; communication regarding process improvements).
• Coordinate and perform review of external and internal requests (e.g., court requests for payroll data; departmental requests) with appropriate parties with minimal Controller intervention.
• Prepare monthly payroll-related financial close entries. Oversee payroll interface with accounting general ledger system (Great Plains).
• Act as lead in researching payroll “events” (e.g., Supplemental Wage payments) to ensure ADP compliance with tax regulations (e.g., ensure various tax withholdings at correct rates).
• Troubleshoot payroll issues including decisions regarding when to involve Controller on important issues.
• Interpret company policies and governmental regulations affecting payroll procedures.
• Remain current with abreast of changes in laws and regulations governing the processing of payroll.
• Participate in PPNorCal’s Diversity, Equity, and Inclusion (DEI) training and initiatives.
• Other duties as assigned.

SUPERVISORY RESPONSIBILITIES

This position supervises the Sr. Payroll Accountant and Payroll Coordinator.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

• Bachelor’s degree in accounting from a four-year college or university; or five years hands on payroll processing experience, preferably using ADP’s Time and Attendance product or equivalent combination of education and experience.
• Minimum five years of hands on payroll accounting duties and responsibilities, preferably in a large or mid-size company (over 250 employees).

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence and policy and procedures. Ability to effectively present information and respond to questions from groups of managers, employees, clients, governmental agencies and the general public.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

COMPUTER SKILLS

To perform this job successfully, an individual should have knowledge of payroll processing systems, preferably ADP, accounting, spreadsheet, and word processing software.

PROTECTED HEALTH INFORMATION (PHI) ACCESS REQUIREMENT

No access to PHI is required by this position.

CERTIFICATES, LICENSES, REGISTRATIONSN/A OTHER SKILLS, ABILITIES, QUALIFICATIONS

• Solid understanding of payroll administration including general ledger accounting and federal and state payroll tax laws and regulations.
• Knowledge of accounting theory, principles and practices.
• Ability to prepare reports using ADP ReportWriter and Excel.
• High level of accuracy and attention to detail.
• Ability to research answers, seek solutions, and follow through on complex tasks.
• Ability to establish and maintain databases, keep complex records and files and analyze financial data.
• Ability to prioritize work and to manage shifting and multiple projects and priorities in a fast paced, growth environment.
• Ability to work under pressure and successfully meet deadlines – to work whatever hours are necessary to ensure processing of payroll and associated reports within established internal and external timelines and to meet deadlines and achieve departmental goals.
• Ability to work with wide variety of personalities and deal with each person in an effective and professional manner.
• Strong communication (verbal and written), decision-making and time management and customer service skills.
• Ability to sit and concentrate for extended periods of time.
• Ability to work independently and as part of a team.
• Acceptance and application of the confidential nature of the position.
• Flexible, creative, highly organized and thorough in the completion of tasks.
• Ability to develop and maintain written payroll processing policies and procedures.
• Type professionally and accurately.
• Commitment to quality health care.

Pay Range: Planned Parenthood Northern California (PPNorCal) supports California’s new law (SB 1162) enhancing pay transparency. This new law requires employers with 15 or more employees to include a pay range in job postings. The pay range reflects the compensation that a new employee can expect to receive if offered employment. Employees with more experience, education, and other qualifying factors may be compensated at a higher rate of pay. The pay range for this position is: $110,000 - $115,000 annualized salary.

Planned Parenthood Northern California PPNorCal is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. PPNorCal is committed to providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact Human Resources to make arrangements.

We provide healthcare and education services to 137,000 adults and youth every year at 17 health centers located throughout 20 Northern California counties. Planned Parenthood Northern California offers high-quality, affordable health care to all, regardless of income, insurance, or immigration status. We care. No matter what

Our experienced and caring medical staff gives each patient honest information and personal attention. We provide a full range of services, including birth control, breast exams, cancer screenings, medication and in-clinic abortion, pregnancy testing and counseling, prenatal care, PrEP, and nPEP to prevent HIV infection, STI screening and treatment, vasectomy and infertility services, gender-affirming hormone therapy, and more.

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